Management Assistant

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of eradicating hunger and improving nutrition. WFP is recognized for its efforts and was awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization values diversity and inclusion, ensuring equal employment opportunities for all individuals regardless of their background. WFP is committed to creating a healthy and inclusive work environment, where employees can thrive and contribute to the mission of saving and changing lives.

Job Overview:
The Management Assistant position is part of the Common Back Office (CBO) initiative, which aims to streamline operational areas of participating UN agencies by harmonizing procedures and consolidating support services at the country level. This role is crucial as the CBO unit is expanding its services, leading to an increased workload. The Management Assistant will support the delivery of the CBO initiative by managing protocol and meetings planning, coordination, and servicing. This position requires a proactive approach to client service, ensuring high satisfaction levels through effective communication and support. The Management Assistant will also be responsible for developing and maintaining protocols, managing requests, and enhancing overall service delivery for the UN agencies in Tanzania. This role is pivotal in ensuring that the CBO initiative operates smoothly and efficiently, contributing to the overall effectiveness of the UN's humanitarian efforts in the region.

Duties and Responsibilities:
The Management Assistant will have a wide range of responsibilities, including but not limited to:

• Client Service and Query Management: Delivering high client satisfaction by effectively managing support services, building trust, and providing accurate feedback.
• Streamlining Protocol Processing: Developing and updating a checklist for protocol services, following up on protocol requests, and contributing to quarterly recommendations for service improvements.
• Enhancing Protocol Services: Drafting official correspondence, acting as a custodian for protocol forms, and maintaining tracking tools for protocol requests.
• Supporting Meetings and Conferences: Facilitating the solicitation of quotes from service providers, coordinating vendor registration, and providing on-site support for meetings and conferences.
• Monitoring and Tracking Requests: Utilizing CBO and CRM platforms to track requests and ensure timely issuance of RFQs.
• Administrative Support: Providing backup to the Management Services Associate and ensuring timely vendor payments. The role requires attention to detail, effective communication, and the ability to manage multiple tasks simultaneously.

Required Qualifications:
Candidates must possess a Certificate in Secondary education, with additional professional training in Protocol, events management, or conference management considered an advantage. The ideal candidate will have at least 5 years of experience in a similar role within a multicultural and dynamic environment. Experience in servicing multiple clients and coordinating with various teams is essential, along with proficiency in management systems and CRM platforms. Candidates should demonstrate a strong track record in delivering results, attention to detail, and the ability to handle confidential documents. Skills in time management, proactiveness, and effective communication are also required.

Educational Background:
The educational requirement for this position includes a Certificate in Secondary education. Additional qualifications in Protocol, events management, or conference management are highly desirable and will enhance a candidate's suitability for the role. Continuous professional development and training in relevant areas will be beneficial for career advancement within the organization.

Experience:
The position requires a minimum of 5 years of relevant experience in a similar role, particularly in a multicultural and dynamic environment. Candidates should have experience in managing client services, coordinating meetings and events, and providing administrative support. A background in protocol administration, document processing with government offices, and experience in handling sensitive personal documents is also advantageous. Candidates should demonstrate progressive experience in administrative roles and proficiency in using management systems and CRM platforms.

Languages:
Fluency in English and Swahili is mandatory for this position, with a proficiency level of C. Candidates who possess additional language skills may have an advantage, particularly if those languages are relevant to the operational context of the WFP in Tanzania.

Additional Notes:
This position is based in Dar es Salaam, Tanzania, and is part of a full-time contract with the World Food Programme. The role is integral to the Common Back Office initiative, which is currently being rolled out in phases. The Management Assistant will be expected to work collaboratively with various UN agencies and stakeholders, ensuring effective service delivery. The organization offers an attractive compensation package, and candidates are encouraged to apply regardless of their background, as WFP is committed to diversity and inclusion in the workplace. The deadline for applications is set for 20 November 2025, at 23:59 GMT+03:00 East Africa Time.